Hotel Purchasing Manager at Radisson Hotel Group

To ensure the correct price and correct product is obtained at the correct time for operations to function efficiently

General Responsibilities

TASKS, DUTIES AND RESPONSIBILITIES

• Ensures the lowest cost, consistent with the required quality and product accuracy for all inventory related purchases.
• Regular price comparison is done
• Initiates purchase requisitions as require
• Identifies local vendors if preferred RHG suppliers cannot assist with the requirement and negotiate price/rates together with the relevant department head
• Maintains working and fair relationships with local vendors
• Assures timely deliveries at the lowest cost by handling and processing orders
• Clear communication to relevant department head on short or no stock and estimated time of restoration
• Assures purchase requisitions are properly approved
• Maintains follow up system is in place on all purchases and current and outstanding credit notes
• Ensure credit notes are received and processed within the month they are require
• Verify prices on invoices are correct
• Maintain pricing catalogues and informed relevant department of all price fluctuations. Together with the HOD the impact of the price increase / decrease needs to be evaluated
• Inform Senior Director of procurement MEA of any unexpected price increase of the RHG preferred supplier lists.
• Assures stocks are up to par. Par stocks for stores need to be established with relevant HOD on a seasonal or business occupancy basis
• Captures and files executed purchase requisitions
• Informs storeman of deliveries for the day, week or month
• Orders are to be placed timeously to ensure no stock shortages
• Assist Leads in achieving their required COS % targets
• Ensure food and beverage cost prices are kept in line with menu costing
• Attends menu engineering meetings with food and beverage lead and lead kitchen
• Prepares a daily purchase report and send to relevant HOD
• Assists food and beverage department by equipping them with the relevant cost prices of items
• Maintain the product code within the inventory system to ensure that no duplicate codes are created, and purchase orders are created therefore with only the correct codes
• As the recipient with access to the inventory control system and access to pricing, assist with month stock and relevant Lead with COS%
• Maintain and communicate departmental expense reports for stationery, cleaning, guest supplies, consumables, and paper supplies
• Ensure 100% compliance will all ICQ policies and procedures
• Update and maintain LSOP vs Hotelkit SOP
• Conduct weekly bar sales spot check, compare SOH vs sales report, submit feedback to F&B Lead to investigate and explain, and keep Lead Finance and Curator in copy.

INVOICE CONTROLLING

• Processes all invoices stock invoices
• Compares invoice prices and quantities and terms with the purchase orders/delivery notes
• Checks calculation of invoices horizontally and vertically- if incorrect notify supplier for correction
• Ensures that all relevant documentation is attached to invoices (i.e. purchase orders, delivery notes, invoice print out from accounting system, signed quote)
• Ensures that all relevant signatures are obtained

RECEIVING

• Ensures that all receiving is happening in accordance with local SOP

SECURITY AND SAFETY OF STORES

• To ensure maximum security of all storeroom areas, that no unauthorized person enters the stores or is issued with a key allowing access.
• To check the key register daily (every morning) to who has entered the storerooms after hours and compare to transfer receipts and stock taken.
• To ensure that hygiene standard within the receiving bay is maintained as well as the hygiene of the scale and trolleys.
• To ensure that storerooms are always packed neatly (FIFO)

VALUES IN ACTION

• Deliver a Yes I Can spirit everyday supported by our Values in Action campaign
• Ensuring that we deliver on our promise, by, committing to our values:
• Being Host
• Living Trust
• Fighting Z-pirit

LAWS, REGULATIONS AND POLICIES

• Follows all applicable laws, especially in accounting policies, procedures and guidelines

RESPONSIBLE BUSINESS

• Shows involvement and is interested in environmental and or social & ethical issues by participating in responsible business activities
• Promotes the Responsible Business programme to guests at all times
• Is actively involved in finding ways of reducing waste and minimizing energy usage

EMPLOYEE RELATIONS

• Fosters and develops effective employee relations throughout the department as well as with other departments within the hotel

HEALTH AND SAFETY

• Ensures that all potential and real hazards are reported and reduced immediately
• Fully understands the hotel’s fire, emergency, and bomb procedures
• Encourages a general awareness of health and safety
• Anticipates possible and probable hazards and conditions and reports them to the relevant manager
• Ensures that the highest standards of personal hygiene, dress, appropriate uniform, appearance, and conduct is maintained

MISCELLANEOUS

• Attends meetings and training required by the General Manager
• Assists colleagues to perform similar or related jobs when necessary
• Ensures inter-departmental satisfaction by attending to their requests and inquires courteously and efficiently
• Accepts flexible work schedule necessary for uninterrupted service to hotel guests and the hotel’s stakeholders
• Adhere and maintain ICQ policies and procedures as dictated by the internal audit department of Rezidor.
• Maintains own working area, materials and company property clean, tidy and in good shape; reports defective materials and equipment to Cost Control Manager
• Continuously seeks to endeavour and own knowledge of the job function
• Is well updated on, and possesses solid knowledge of the following:
• Hotel fire, bomb and emergency procedures
• Hotel health and safety policies and procedures
• Hotel facilities and nearby sights of interest and importance (i.e. hospitals,stations, tourist sights)
• Hotel standards of operation and departmental procedures
• Union agreements
• Follows any reasonable instruction given by Executive Management
• Ensure ICQ complaince